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Helpful Articles from Professional Hacienda Heights Party Planners

Tips for Throwing this Year's CompanyHoliday PartyCorporate How To / Instructional

While the economy shows signs of improvement and recovery, watching the budget for this year's company holiday party is still on the minds of many professionals.

The key is to re-focus the holiday event on business over frivolity, striking a balance between fun and content. For example, the full-hosted bar and all you can eat shrimp does not strike the correct tone as the economy continues to rebound. And while employees have beenasked to do without, the perception of the company throwing a lavishaffair communicates the wrong message.

1) Focus this year’s function on business such as awards, customer and client appreciation or a year-end review with emphasis on communicating an optimistic future. You can also host the office party, with a focus on donating or contributing to a charity. While providing a nice occasion for your guests, it also becomes something that is a little more measurable and tangible. In addition, set a realistic budget and stick with it.

2) Eliminate the carving stations of prime rib and jumbo shrimp asappetizers – opting for more inexpensive fare such as chicken, fish and mini appetizers. The expensive mousse dessert can be substituted for a more traditional and simple chocolate cake, mini cupcakes, etc. The rule of thumb is that most guests take two bites of dessert and the remainderis tossed. Perhaps, instead of serving dessert as a part of dinnerservice, set-up a dessert station as a post event function. A dessertstation can have less quantity for only those with a sweet tooth. You’rebasically not paying for dessert for those that won’t eat it.

3) Request the venue or caterer provide seasonal vegetables instead of more pricey items that are out-of-season such as asparagus, artichokes and exotic fruits such as mangoes, papayas, etc.

4) Use more lighting to achieve the desired ambiance instead of a lot ofprops and theatrical scenery.

5) Opt for luncheon instead of a dinner. You’ll save money on theluncheon, which is often less expensive than a dinner menu. In addition, you can opt to invite employees only for the luncheon. That’s a tremendous savings in providing a meal for spouses and significant others. In addition, if you’re providing a hosted bar, guests tend to drink less at luncheons than at after work or evening functions.

6) Instead of a jazz trio or ensemble, use your audio equipment to playCDs. It’s all just background music. If you need a dee-jay, have themprovide more than just music -- perhaps they make some of theannouncements, programming notes, etc.

7) If it’s a dinner, make the attire business casual. When more formalattire is required, guests are often expecting a more high-end meal. Andhigh-end meals increase the overall costs.

8) If providing a hosted bar, establish a two drink ticket policy for beerand wine only. Suggest that guests purchase any hard alcohol. Host theevent during the weekday. You’re likely to be in a position to negotiate abetter contract with the venue. Holiday parties hosted over the weekend can cost a premium due to higher demand.

9) Think about hosting a co-op venture with another association or group. This can help defray costs, while providing a lot of networkingopportunities for your employees.

10) Eliminate the crudite on the buffet stations. The reality is we livein a society where many people don’t eat raw vegetables. It’s typically awaste.

11) Use smaller plates, which also controls guests’ consumption. And use more stand-up cocktail tables if it's a holiday reception. Guests areless likely to hang around all night to eat and drink when seating islimited.

12) Due to the economy, guests should be encouraged to self-park. Valet parking comped by the hosts can be costly.

13) Ask the venue and event suppliers if they can reduce the costs for services and rental equipment across the board, including servicescharges, venue rentals, staffing, etc. A savings of 1% or 2% can besignificant.

14) Use a planner to consult, organize and provide onsite management. In the long run, the speed in which they can get tasks accomplished can oftensave in the long run. Having a committee of employees put together a party in-house is not a sufficient use of personnel, resources and timemanagement.

15) Know your guests consumption patterns. For example, what do theyenjoy eating? How much food and beverages were wasted at previous office holiday parties? Spending money on food & beverage that people won't eat is obviously a waste of dollars.

16) When contracting with a venue or caterer, set your guests count lower than anticipated. The rule of thumb is there is likely to be a penaltywhen you decrease your guest count after a certain period -- but nopenalities for increasing your guest count up to 48 hours before the eventtaking place.